Academic Users: Shipping to and from Diamond from Rest of World (User's Courier)

Summary: To Diamond

All users need to specify the details of the contents of their dewars via ISPyB.

  • Create a new shipment through ISPyB
    • Unattended data collection.
    • Responsive remote beamtime/ Industry mail-in samples.
    • Ship for future sessions.
  • Add all samples to the shipment. For this all samples need to be defined in UAS.
  • Add all dewars/hard disks/tools to the shipment.
  • Prepare a commercial invoice for the shipment which should show:
    • Diamond's EORI number (Economic Operators registration and identification number) use GB287461957003 unless the shipment originates in Northern Ireland, then use: XI287461957003
    • Your institutions EORI number as the exporter.
    • A declaration of value and weight of the cryogenic dry shipper and any constituent parts used in shipment.
  • Arrange shipment to Diamond Light Source.

Goods Handling,
Synchrotron Zone 8,
Diamond Light Source Ltd,
Harwell Science & Innovation Campus,
Didcot
OX11 0DE

  • Instructions to clear at UK customs should be given under CPC4000C14. These instructions should be given to your courier with a request to contact goodshandling@diamond.ac.uk for a copy of the NIRU certificate and confirmed that such entry can be made. 
  • Instructions to clear customs in your origin country should be discussed with the shipper, it may be beneficial to investigate methods for temporary export and import.
  • Shipment should be arranged under Delivered Duty Paid Incotermssubject to duties/taxes unless customs procedures as mentioned above can be used to reduce costs on return to your Country.
  • Please specify Diamond contact details as: goodshandling@diamond.ac.uk /  01235 778426

  • Note that the carriage of Dewars is likely subject to dangerous good provisions. Typically, road and air transport require declarations, as below, please confirm these with your courier.

    • Not restricted as per ADR A346 as per packing instruction 203.
    • Dry shipper - not restricted as per IATA special provision A152.
  • Note that Diamond Goods Handling is only able to receive shipments between:

    • Monday - Thursday 8.00am to 4.00pm.
    • Friday 8.00am to 3.00pm.
  • Print and attach ISPyB Shipping Labels, and airway bill.
  • Arrange collection with your courier.
  • Mark shipment as sent within ISPyB.
  • Add the tracking number into the ISPyB page for your shipment, under the tracking to field.
  • Provide a copy of the shipment invoice and airwaybill to goodshandling@diamond.ac.uk

If you have any difficulties please contact mx-usersupport@diamond.ac.uk (Academic MX), industry@diamond.ac.uk (Industrial Users) or EBICadmin@diamond.ac.uk (Academic EBIC).

Please note we are continuing to work on shipping procedures and these are subject to change. Due to sustained substantial shipping delays, we are not currently using temporary import and export mechanisms at UK customs.

Summary: From Diamond

  • After the experiment has been completed, and the dewar has been returned to the storage hotel, an email notification will be sent. Please await this email before requesting dewar dispatch.
  • Shipment should be arranged under Delivered at Place (DAP) Incoterms, subject to VAT and duty taxes.
  • Use the shipments interface to request dewar dispatch.
  • Provide details of the courier.
  • Request dispatch at least 1 working day before courier pickup is arranged from Diamond stores.
  • If you are arranging pickup by a courier, ensure pickup is within stores hours of 8am-4pm Mon-Thursday, 8am-3pm Friday. 
  • If we need to add any paperwork or airway bill, please give full details in the comments, and a copy of details and airway bill to goodshandling@diamond.ac.uk.
  • If you have included a return airway bill in the shipment case, please indicate this in the dewar dispatch request.
  • If you require Diamond goods handling to arrange pickup on your behalf, ensure the courier information and account number is supplied, and instruction given in the dewar dispatch request, and by email to goodshandling@diamond.ac.uk. (This is only applicable to DHL, Fedex and UPS). 

To Diamond

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    • Log in to ISPyB.
    • Select your proposal.
    • Select Shipments.

    Shipment1

    • Click add shipment.

    Shipment2

    • Add a Name for the shipment, normally this is composed from the dewar name and any identifying details i.e DLS-MX-123-Remote.
    • Select your Diamond dewar ID from the drop down box. If no dewars are listed, you will need to register a new dewar or migrate a dewar from a previous proposal to the current proposal.

    Dewar Drop Down

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    Follow the guidelines Unattended Data Collection.  to specifiy sample details, as additional information is required to allow unattended collection.

    • Confirm the number of dewars.
    • Select a dewar. Repeat if there are multiple dewars.
    • Selected Automated/Imager.
    • Confirm the safety level that corresponds to that on UAS.
    • Add any comments.
    • Select an outgoing lab contact, adding one if necessary, by clicking the button on the left hand side.
    • Provide the shipping date arranged with your courier.
    • Add courier details.
    • Click add shipment.

    udc labelled

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    Ship for responsive remote beamtime, one must answer the following questions after ticking the responsive remote checkbox:

    • INDUSTRIAL USERS ONLY: is this for remote data collection or mail-in service work? [remote/mail-in].
    • Requested beamline session length [hours].
    • Energy or wavelength requirements [eV/A].
    • Do you need microfocus beam (provide further information in additional comments)? [y/n].
    • Are there times in the two weeks after delivery when the people collecting data are unavailable from 1100 Tuesday to 0900 Saturday?
    • Additional comments?

    These questions allow diamond staff to schedule your visit dependent on your requirements, and constraints on the beamlines. Please note they are subject to change, as we alter the days on which beam may be available.

    responsive remote

     

     

    • Add a name for the shipment.
    • Confirm the number of dewars.
    • Select a dewar. Repeat for multiple dewars.
    • Select the experiment for these crystals from the dropdown list of future experiments.
    • Confirm the safety level that corresponds to that on UAS.
    • Select an outgoing lab contact, adding one if necessary, by clicking the button on the left hand side.
    • Provide the shipping date arranged with your courier.
    • Add courier details.
    • Click add shipment.
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    Ship for a future experimental session. This is currently limited to a small number of sessions which are booked in advance, i.e. Serial Synchrotron Crystallography.

    future sessions

     

    • Add a name for the shipment.
    • Confirm the number of dewars.
    • Select a dewar.
    • Select the experiment for these crystals from the dropdown list of future experiments.
    • Confirm the safety level that corresponds to that on UAS.
    • Add any comments.
    • Select an outgoing lab contact, adding one if necessary by clicking the button on the left hand side.
    • Provide the shipping date arranged with your courier.
    • Add courier details.
    • Click add shipment.
  • Copy direct link to clipboard Get a direct link

    If your name is not in the list of Lab Contacts, click add and fill in this form:

    Add lab contact

     

    • Define a unique name for the lab contact.
    • Add name, phone number, address and email adress. 
    • Add details of the courier used.
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    • Click print shipment labels and affix these to the shipment:
      • Dewar Label: affix this label to your dewar which ensures it can be identified at all times at the facility.
      • Outbound Address label: To be attached to the outside of your transport container for shipment to facility.
      • Return Address Label: The return address for your shipment (Please include this in your shipment, e.g. put it behind the outward bound address or in the transport container).
    • Attach any paperwork that your courier requires to the dewar.
    • Send your dewar with your courier.
    • Click the send to DLS button.

    attach dewar paperwork

From Diamond

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    • To ship your dewar home, wait for the email notification that your dewar is ready to be returned. 
    • Log into ISPyB and select the "Shipments" page from the proposal menu.

    Shipments menu

    • Click on the shipment that contains the dewar you want dispatch back home.
    • Click the small “house” symbol in the last column of the information for the dewar that you want to dispatch.

    Dewar to ship home

    • You will be redirected to a webpage with the title "Request Dewar Dispatch".
    • Please fill out the visit and the contact details. 
    • Provide details of the courier, including your account number.
    • Request dispatch at least 1 working day before courier pickup is arranged for diamond stores.
    • If you are arranging pickup by a courier, ensure pickup is within stores hours of 8am-4pm Mon-Thursday, 8am-3pm Friday. 
    • If we need to add any paperwork or airway bill, please give full details in the comments, and a copy of details and airway bill to diamondgoodshandling@diamond.ac.uk 
    • If you have included a return airway bill in the shipment case, please indicate this in the dewar dispatch request.
    • If you require diamond good handling to arrange pickup on your behalf, ensure the courier information and account number is supplied, and instruction given in the dewar dispatch request, and by email to diamondgoodshandling@diamond.ac.uk (This may be possible for DHL, Fedex and UPS only).

    request Dewar dispatch

     

    • Click "Request Dewar Dispatch" at the bottom of the page.

Diamond Light Source

Diamond Light Source is the UK's national synchrotron science facility, located at the Harwell Science and Innovation Campus in Oxfordshire.

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Diamond House
Harwell Science & Innovation Campus
Didcot
Oxfordshire
OX11 0DE

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